Ship chandler in Istanbul
A ship chandler supplies a vessel with the goods it needs in port. SMETRD coordinates ship chandler orders in Istanbul and other Turkish ports with approved suppliers. This page follows the order from requisition to delivery: what to send, how delivery works and which documents matter.
What is a ship chandler?
A ship chandler is a supplier that delivers goods to vessels: provisions, deck and engine stores, cabin and galley items, chemicals, safety items and more. The chandler works from a requisition list, quotes, purchases, packs and delivers to the ship, often with the port agent arranging access.
How does a ship chandler order work from RFQ to delivery?
The vessel or office sends a requisition, the chandler returns a written quotation, the buyer approves it, goods are sourced and packed, delivery is booked with the agent, and the master signs the delivery note. An invoice with the delivery documents follows. Each step is confirmed by e-mail.
- Requisition or RFQ with quantities and specification
- Quotation and approval
- Sourcing, packing, labelling
- Delivery booking and gate pass
- Delivery note signed on board, invoice
What should a requisition list include?
State the item name, specification or part number, quantity, unit, preferred brand or equivalent, category and urgency. Add the vessel name, IMO, port, ETA and ETD, delivery location and the person responsible on board. Clear lists reduce substitutions and speed up the quotation.
Send the list in Excel or PDF, and say whether equivalents are acceptable.
Which items can a ship chandler in Istanbul supply?
Typical items are fresh and dry provisions, deck stores, engine stores, cabin and galley supplies, cleaning chemicals, paints, ropes, lubricants and safety items. Parts and heavy equipment are handled through the spare parts or equipment services. Availability depends on the item and the quantity.
Can I order provisions and fresh food for the crew?
Yes. Provision orders include fresh vegetables and fruit, meat, dairy, bakery, dry stores and drinking water where permitted. State the crew number, nationalities with dietary needs, and the delivery date. Quality inspection on receipt by the cook or chief steward is recommended, and any rejected item is recorded in the delivery note.
Fresh items should be ordered close to arrival to protect quality.
What are bonded stores?
Bonded stores are goods supplied to a vessel under customs control and without local duty, for use on board only. Typical examples are tobacco, alcohol and some consumables. They are delivered under customs supervision and sealed by customs, and the vessel keeps documentation for inspection.
Delivery to the quay, to a buoy or to anchorage
Delivery alongside is by truck to the berth. For buoy or anchorage deliveries, goods go by launch, which needs a boat booking, favourable weather and sometimes extra approvals. The agent coordinates timing with the port. Anchorage deliveries need more lead time and may be rescheduled if the weather turns.
State clearly whether the vessel will be alongside, at a buoy or at anchorage.
How long does it take to deliver ship supplies in Istanbul?
Local stock items can be prepared quickly, while special items, bonded goods or large orders require more time. Planning is helped by sending the requisition as early as the ETA is known. The offer states the expected preparation time per item; no fixed timing is promised for all orders.
Quote time also depends on how complete the specification is.
Which documents come with a chandler delivery?
A delivery note signed by the master or authorised officer, a commercial invoice, and, where relevant, certificates, safety data sheets, bonded stores declarations and customs papers. Keep these with the ship's records. For chemicals, the safety data sheet must be on board before use.
- Delivery note
- Commercial invoice
- Safety data sheets for chemicals
- Bonded stores declaration if applicable
- Certificates for specific items
Are substitutions allowed and how are they handled?
Substitutions are made only when you approve them. If a requested brand or size is unavailable, the chandler proposes an equivalent with a short note, and you decide. This avoids unexpected items on board. Mark in the requisition whether equivalents are acceptable.
For parts and safety items, equivalents may need certificates, so ask for documents before approving.
What about quality, expiry dates and rejected items?
Check quantity, quality and expiry dates at delivery and write remarks on the delivery note. Rejected or damaged items are reported to the chandler at once for replacement or credit. Agree in advance on minimum shelf life for food and chemical items so that unsuitable stock is not delivered.
Photographs of defects sent by e-mail help to settle disputes quickly.
Can the chandler work with owners' supply contracts?
Yes, within reason. If the owner or manager has a preferred item list, blanket arrangement or fleet standard, send it with the first request. SMETRD checks what can be matched locally and states the differences. Contract terms stay between the owner and the supplier named in the offer.
Regular programmes benefit from a standard requisition template.
How is payment and invoicing arranged?
The quote names the invoicing party, payment terms and currency. Payment instructions come from the owner or manager, and may go through the agent's disbursement account for port calls. Check that the invoice matches the delivery note quantities. No price list is published on this page.
Specify the invoicing entity and any purchase order number on the requisition.
Do you serve other Turkish ports besides Istanbul?
Yes, orders can be coordinated for Marmara, Aegean, Mediterranean and Black Sea ports. Supplier choice depends on port distance and item type. For remote ports, the offer states whether goods come from local stock or travel from the Istanbul region and how this affects timing.
How do ship chandler and agent work together?
The agent informs the ship of the delivery window, obtains gate passes and customs approvals, and arranges the launch if needed. The chandler prepares and delivers. Coordination through one party avoids conflicts with cargo operations and ensures documents reach the right people at the quay.
How to request a ship chandler quote in Istanbul?
Email [email protected] with the vessel name, IMO, port, ETA and ETD, delivery location and the requisition list. Add preferences for brand, equivalents and documents. A written quotation follows showing items, availability, assumptions and the executing supplier. Orders start only after your written approval.
Frequently asked questions
What does a ship chandler supply?
Provisions, deck and engine stores, cabin and galley items, chemicals, safety items and consumables, delivered to the vessel in port.
How do I request a quote?
Email your requisition with vessel name, IMO, port, ETA and delivery location to [email protected].
Can supplies be delivered to anchorage?
Yes, by launch, subject to weather, approvals and lead time. Say so in your request.
Are bonded stores available?
Yes, under customs supervision and sealed on board. The agent confirms the procedure for your port.
Are substitutions made without approval?
No. Equivalent items are proposed in writing and used only after your approval.
Do you publish price lists?
No. Each requisition is quoted in writing.